Purchase Order for Independent Contractor

Role Actions Timelines
Staff
  • Contact Vendors and discuss a potential partnership for an extended period.
  • Request quotes and selects the vendor with the most reasonable prices
  • Verify Vendor is approved in BearBUY by emailing the Admin team.

Note: If the preferred vendor is not approved in BearBUY complete the vendoring process outlined here. 

 Varies
Vendor
  • Provide UCB staff with a quote and statement outlining the type of services that will be provided 
    • must include the start and end dates for these services.
  • Complete a Certificate of Insurance that lists UC Regents as Certificate Holder or Additional Insured.
 Varies
Staff
  • Gather necessary documents from the vendor 
  • Submit a Purchase Order Set-up Request to the Admin Team via our form
 Varies
Admin Team
  • Submits the request to BearBUY for approval and creation of Purchase Order (PO)
 1-2 business days
BearBUY
  • Requisition Creator, Org Node Approval, Tiered Buyer, et review, verify, and approve the request. 
  • Once everything clears, a Purchase Order Number will be created.
 7-20 business days
Admin Team
  • Once the PO# is generated, we will send Staff this number which typically begins with BB########.

1-2 business days
Staff
  • PO is received, and services can be performed.
  • Once services are complete, notify the vendor they may submit their invoice to Transcepta to initiate the payment.
 Varies

Vendor

  • If the vendor is registered with Transcepta, they may send invoices directly to Transcepta based on the preferred invoice submission method.

  • If the vendor is not registered, they must enroll with Transcepta, it is free and simple. 

    • They must follow the instructions on this website: http://connect.transcepta.com/berkeleyThey will then work with Transcepta to send sample invoices and determine the preferred payment method.

 Varies
Admin
  • Once an invoice shows up in BearBUY, the admin team will contact the staff who requested the Purchase Order to verify the goods have been delivered and that the invoice is okay to pay.
5-7 business days

Updates

UC Berkeley has moved to a streamlined Invoicing Method through our Invoicing Partner Transcepta. Vendors will enjoy many benefits like guaranteed secure delivery of all your UC Berkeley invoices, immediate confirmation of invoice delivery, and accelerated payment terms.  There is no charge to any supplier for using this service.

We will no longer accept invoices sent into the CE3 Admin Request Form.

Indepentent Contractor Policy

  • A UC Purchase Order is required before performing services with a supplier. See the process steps above.
  • All Suppliers providing goods and services to UC Berkeley must provide evidence of insurance. Please see the UC Insurance Requirements/Certificates of Insurance.
    • Additional Insured must be listed as the following:
    • The Regents of the University of California 
      Berkeley Supply Chain Management
      Insurance Desk 1608 4th Street Suite 217
      Berkeley CA, 94710-7600

  • An individual or Supplier must complete a Conflict of Interest Declaration Form if that individual or Supplier meets any of the below criteria:

    • A UC employee
    • Former UC employee who departed less than 2 years
    • Current UC employee who owns 10% or greater part of business 
    • near relative of current UC employee,
    • near relative of current UC employee who owns 10% or greater of business

General Guidelines

Independent Contractor Defined:  An individual or entity that performs a specific service for the UC based on a set price, pursuant to a scope of work and deliverables set by the UC.

Required documents from the Department:

    1. Proof of Price Reasonableness & Source Justification
    2. Classification Worksheet for Federal Tax Purposes
    3. Statement of Work

        Required documents from the Supplier:

    1. Insurance
    2. Conflict of Interest
    3. Supplier’s Rates/Quote Sheet

      3. Other Considerations:

    1. Services Performed on UC Property:  Determine the number of services that will be performed by the Supplier on campus.
    2. See Special Considerations for additional potential issues.

      4. The Buyer will use the above documentation to create a Services Agreement, which will be signed by the Buyer and the Independent Contractor.

For more information visit the Supply Chain Management website.

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